How to Make the Perfect Change Log for Project Managers

If your project has changes (and let’s be honest… it will), then you need a solid change log.

But what should go in it? And how do you actually build one that works in the real world?

In this video, I’ll walk you through everything you need to know — from the basic structure of a change log, to the key information you must capture, and how it fits into your wider change request process.

We’ll also look at how to track approved changes properly, what to include in your introduction tab, and how to keep everything clear, consistent, and usable. This isn’t theory — it’s practical, usable guidance you can apply straight away.

If you want more control, fewer surprises, and better project governance… start here.

This video is safe for viewing in the workplace.

This is learning, so, sit back and enjoy

A Change Log (or Change Register)

As with many project management tools, lots of Project Management software has built-in change control tools. But some don’t, and not everyone managing a project has access to tools that do.

So, if you want to build your own – and it’s pretty easy, how can you do it?

The answer – as is often the case – starts with a spreadsheet.

I use Excel and start with two tabs:

1. One for notes, and
2. One for the Change log itself

The main log is a table, in three parts:

1. Base information
2. The Change Control process
3. Implementation of approved changes

Base Information Tab on Your Change Log

• Each new change request gets a unique ID number
• It also gets a description.
  You may want to split this into a short-form title and a longer column for a detailed description.

The Change Control Process Tab on Your Change Log

The change control process covers the governance and audit trail for considering and either approving or rejecting a request for change.

• We identify the proposer or proposers to create a record of who to consult for more evidence
• If it helps you to include a set of categories for change requests, here is where to do it. You can create a list and insert dropdowns.
  DEMONSTRATION
• Likewise, you might want to assign priorities. I tend not to do this, because I prefer not to prejudice the evaluation process. But I’ve included it here in case you want to. Again, you can add dropdowns, and I have used a simple high/medium/low prioritization. I have used conditional formatting too.
• The dates help create a robust audit trail. Here is the Submission date and, further along, you’ll also see a review date and approval date.
• We also record the reviewer (the project team member who drafts the response to the request for change), and the person who authorizes (or does not) the change.
• Finally, the approval status can be either:
  • Approved
  • Rejected
  • Deferred
    For me, the only reasonable case for deferral is insufficient information for the approver to make an informed judgment. This is, therefore, usually a failure of the project team to anticipate and provide a rigorous analysis.

Again, this uses a dropdown list and conditional formatting.

Implementation of approved changes

You can obviously go to town on progress tracking. Or you may decide that this is covered elsewhere in your project documentation, and drop it entirely. Here, I have included:

• Who the work is assigned to
• Key dates for when it’s assigned, when the work starts, the target date for completion, and the actual completion date.
• I have also given a column to record the current implementation status.

Introduction Tab on Your Change Log

On the introduction tab, you can add whatever notes you want.

I have also put the lists for the dropdowns at the bottom of the page. You may want to put them on a different tab.

Recommended Videos and Articles to Help with Change Control

Carefully curated video recommendations for you:

• What is Change Control? [Video]
• Project Change Control: What You Need to Know to Make it Effective [Article]
• Change Control 101 – Your Guide to Project Change Control [Video]
• How to Manage the Change Control Process [Video]

What Kit does a Project Manager Need?

I asked Project Managers in a couple of forums what material things you need to have, to do your job as a Project Manager. They responded magnificently. I compiled their answers into a Kit list. I added my own. 

Check out the Kit a Project Manager needs

Note that the links are affiliated.

Learn Still More

For more great Project Management videos, please subscribe to the OnlinePMCourses YouTube channel.

If you want basic Management Courses – free training hosted on YouTube, with 2 new management lessons a week, check out our sister channel, Management Courses.

For more of our Project Management videos in themed collections, join our Free Academy of Project Management.

For more of our videos in themed collections, join our Free Academy of Project Management.